Current challenges faced by sub grantees

1. ASARECANational Sub Grantees meeting PROCUREMENT OF CONSULTANTS ByItaza Muhiirwa Procurement and Contracting Officer

2. Current challenges faced by sub grantees • Delays in procurement of project inputs / consultants • Poor quality of supplies /consultancies • High prices in some cases

3. Methods of selection - Consultants Quality and cost based selection (QCBS) Based on technical quality with Price consideration . This is the preferred method for selection of consultants. Quality based selection - (QBS) Based on technical quality. Least cost selection –(LCS) Based on lowest price of technical compared evaluated proposals.

4. Methods Continued--- • Fixed budget selection (FBS). Budget is fixed and request for expressions of interest indicate the budget. • Consultants qualifications (CQS):Based on consultants qualifications • Single source selection (SSS): Direct selection with no competition • Selection of individual consultants (IC). Individuals are requested to submit their CVs for evaluation.

5. Conflict of interest activities Activities of the consultant and their affiliates that conflict with their assignments Consulting assignments that by their nature are or may be in conflict with each other (audit of own activities) Relationship between the consultant and staff of the implementing agency Consultants serving different clients with conflicting interests on closely related assignments.

6. Selection steps Terms of reference The first step of procuring a consultancy is the preparation and approval of the terms of reference Terms of reference are prepared by the user department and approved by the project manager and ASARECA or the Bank

7. Contents of terms of reference Back ground information about the project including the problem Statement of objectives Scope of work Reporting (whom will the consultant report to) Inputs provided by the clients office, literature – data reports, phone, email etc--) Expected outputs by consultant and time of delivery Key staff qualifications and experience

8. Selection steps continued Advertisement ( Media, Website, Magazines etc.) Receipt of applications /Expressions of interest Evaluations of expression of interest Short listing Request for proposal Submissions of proposals (Technical and Financial) Opening of Technical Proposals Evaluation of technical Proposals Opening of Financial Proposals Consolidated evaluation Negotiations Award and contract signing

9. Shortlisting Solicitation is done through advertising. Expressions of interests are received and opened . EIO are evaluated against a given criteria. Shortlist of 6 firms is prepared Shortlist includes firms alone or in association

10. Request for proposal A request for proposal is sent to each of the 6 short listed firms and must include the following: Letter of invitation Instructions tom consultants Terms of reference Standard forms for the proposal Draft contract

11. Evaluation criteria Consultants relevant experience for the assignment Quality of the methodology of the proposal Qualifications of the key staff proposed Transfer of knowledge Extent of national participation among key staff in the performance of the assignment

12. Receipt and evaluation of proposals Selection based on technical quality with price consideration Proposals are submitted in two separate envelopes (technical and financial) Technical proposal is opened first –Financial proposal is kept sealed . Evaluation team of 3-6 competent and independent members (with no conflict of interest) evaluate

13. Criteria for technical evaluation relevant experience of candidate in the field of the assignment (0-10points) Quality of the methodology proposed (20-50points) Qualification of the key staff proposed (30-60 points) Quality of transfer of knowledge (optional 0-10) Participation by nationals optional (0-10)

14. Evaluation decision Reject non responsive proposal – those scoring below pass mark usually 70% threshold established in the request for proposal Prepare an evaluation report Evaluation report establishes a ranking and explains where there are weaknesses and strengths Attach individual mark sheets and scores Look out for inconsistencies and disparities

15. Opening and evaluation of Financial (price) proposals Open price /financial proposals of those firms which passed the technical evaluation. Verify responsiveness to the request for proposal document Verify conformity with technical proposal Compute for arithmetic and other errors Lowest price gets highest mark

16. Negotiation and award of the contract Invite top ranking officials of the consultant for the negotiation of the contract Negotiations - Final terms of reference - Comments by the consultant - Work plan - Proposed staff Final TOR and agreed methodology are to be incorporated in the final description of services in the contract

17. Negotiations – continued Price negotiations Price negotiations are usually restricted to treatment of taxes Terms of payment Price adjustment formula

18. Contract signing Final contract is sent to ASARECA / the Bank for review. Once cleared the Contract is signed by both parties .

19. Challenges High cost of preparing a good proposal by the consultants. Preparation of terms of reference and evaluation of proposals by the client are labour intensive . Terms of reference are critical and must be understood by both parties

20. Factors affecting performance of consultants Lack of good facilities provided by the client Delayed payments Loss of key staff Delayed decisions by the client Poor supervision by the client

21. Factors affecting performance of clients Insufficient budgetary appropriation Inability to meet payment and other obligations promptly Delay in seeking and getting exemption from payment of taxes /duties Expiry of contracts

22. All participants Thank you